Download - Nathan Winters TechDays UK Exchange 2010 IPC
Nathan WintersMVP Exchange ServerMMMUG – www.mmmug.co.uk
Exchange 2010 Protection and Compliance
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Exchange 2010 IPC
Introduction to Information Protection and Compliance (IPC)The arsenal of Technical Tools!
ArchivingMulti-Mailbox SearchLegal HoldIRMModerationEnhanced Transport Rule CapabilitiesMailTips
Demonstration Scenarios
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Why is IPC important?Large UK Retailer Leaks Payment Information via Email
Nearly 40% of workers have received confidential information that was not meant for them!
The Information Commissioner’s Office will be able to issue fines of up to £500,000 for serious data security breaches.
Appeal Win Lets FSA Grab Evidence for SEC
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Some of the legal factorsPublic Sector - Freedom of InformationAll - Data protection actFinance – Financial Services Authority, SEC, BASEL2RIPA - Regulation of Investigatory Powers Act 2000Human Rights - Lawful business protection Electronic Communications Act – Adding DisclaimersUS – SOX, HIPAA etc
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What does IPC mean to you?
It’s a policy build around the relevant laws for your industry.
Based on a bunch of technical tools which we try to automateMonitor email – content, recipients where is it going
Know what is happening based on email attributesRetain and Provide
Archiving, Retention and DiscoveryControl and Protection – allow or prevent
Granular policiesSoft to Hard control
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Retain and Provide
mail where required
with Archiving, Retention
and Discovery
Protection & Control: Soft to HardEnsure that you target the correct data with the correct policy to maximise usability
Alert
• Allow delivery but add a warning
Classify
• Allow delivery but apply classification
Modify
• Allow delivery but modify message
Append
• Allow delivery but add a disclaimer
Protect
• Allow delivery but prevent forwarding
Review
• Block delivery until moderated
Redirect
• Block delivery and redirect
Block
• Do not deliver!
• Personal Archive• Retention Policy• Legal Hold• Multi-Mailbox Search
Archiving, Retention & Discovery
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Exchange 2010 Archiving, Retention & DiscoveryBetter mailbox management
• Secondary mailbox node• PST /Primary Mailbox Management
Personal Archive
• Folder/Item Level • Archive/Delete policies
Retention Policies
• Role-based GUI Multi-Mailbox Search
• Edited and Deleted Items • Searchable with MM Search Legal Hold
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Organization Archive• Keeps all E-mail • Allows Org Control• Optimized for Search
World Today: Email Repositories
Exchange(MBs)
Org Archive(PBs)
Personal Archive
(TBs)
Outlook PSTs(GBs)
BackupBackup
• Tape/Disk Backups Common
• Item Level BackupsCommon
• Backups uncommon and difficult• Users do manual
backups• IT does unsupported
backups
• Replication Common• Backups Less Common
• Replication Only Choice
• Datasets Require Replication
End User Access
PSTs• Circumvents Quota• Highly Portable
Mailbox• Highly Available• Rich Client Access
Personal Archive• Circumvent Quota• Allows Org Control
Replicated Backups
Replicated Backups
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PSTs present a problem
IT Pro• Storage of old email on expensive SAN inefficient• Hard to discover content for legal request• Hard to prevent changes to content for legal hold• Management for Backup and Recovery expensive
End User• Only Stored on one machine• Corruption increases when stored on network share• No access through browser• Requires management by end user• Stability/responsiveness is an issue with large PST files
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Why Archive? A Vicious Cycle of Volume vs. Control
Growing E-mail Volume
Performance & Storage
Issues
Mailbox Quota PSTs
Discovery and Compliance
Issues
Increasing storage and back-up costs
Users forced to manage quota
Quota management often results in growing
PSTs (Outlook auto-archive)
•PSTs difficult to discovery centrally
•Regulatory retention
schedules contribute to
further volume/ storage issues
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Breaking the CycleWith large mailbox architecture and archiving
Growing e-mail volume
Performance & Storage
Issues
Mailbox Quota PSTs
Compliance/Discovery
Issues
Large Mailbox Architecture• maintains performance • provides option for DAS-SATA storage to reduce costs
Archivingenables simple migration
of PSTS back to server
Archivingsimplifies discovery,
retention and legal hold
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Large Mailbox Lower Costs, Better Performance
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DB IOPS/Mailbox
IOPS/Mailbox
+90% Reduction!
Challenge SolutionLong recovery time
• High availability features allow for up to 16 mailbox database copies
• Can provide replication with 30 second database-level failover
High storage costs
• 70% reduction in I/O • + Smoother I/O patterns • = Option to use larger, slower, cheaper disks
(SATA)• 3+ database copies enables JBOD/RAID-less
storage Slow Outlook (online)/OWA performance
• Optimized for 100,000 items vs. 20,000 in Exchange 2007
Large Volume Search
• Index optimized for large mailboxes in Exchange 2007; further enhanced in Exchange 2010
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Personal Archive
Oveview – What is it and where does it live?User goals and assumptions
Simple to use – OWA & OutlookIT Pro goals and assumptions
Get rid of PSTs!Easy to enable.
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Message RetentionOverview
Move Policy: automatically moves messages to the archive
Options: 6 months, 1 year, 2 years (default), 5 years, NeverUser Impact: Helps keep mailbox under quotaWorks like Outlook Auto-Archive – without PSTs!
Delete Policy: automatically deletes messagesUser Impact: removes unwanted itemsHelps keep mailbox under quotaDelete policies are Global (they travel to the Archive)Per-item policies take priority over per-item policies
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Legal HoldOverview
Hold Policy captures all edits/deletes irrespective of user or admin access.User workflow is unchanged, items captured in hidden folders in Dumpster 2.0. Multi-mailbox search can retrieve items indexed in Dumpster 2.0. ISSUE – Consider that the whole mailbox is put on hold, not just the granular info that you need on hold!
• Personal Archive• Retention Policy• Legal Hold• Multi-Mailbox Search
Demo
• Information Rights Management• MailTips• Moderation• Enhanced Transport Rules
Protection and Control
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Exchange 2010 Protection and Control
• IRM in OWA• IRM Transport rules & Search
Information Rights Management
• Automated alerts for Users• OWA and Outlook 2010MailTips
• Route mail to moderator for reviewModeration
• Dynamic Signatures• Granular Conditions
Enhanced Transport Rules
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Information LeakageCan be costly on multiple fronts
Legal, Regulatory and Financial impactsNon-compliance with regulations or loss of data can lead to significant legal fees, fines, and more
Damage to public image and credibility with customers
Financial impact on companyLoss of Competitive Advantage
Disclosure of strategic plansLoss of research, analytical data, and other intellectual capital
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Enforcement tools are required—content protection should be automated.
Message Confidentiality?
Automatic Content-Based Privacy
Automatic Content-based Privacy:•Transport Rule action to apply RMS template to e-mail message• Transport Rules support Regex scanning of attachments in Exchange 2010 (including content)• Internet Confidential and Do Not Forward Policies available out of box
Exchange Server 2010 provides a single point in the organization to control the protection of e-mail messages.
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What is Rights Management Services?Windows Platform Information Protection TechnologyBetter safeguard sensitive information
Protect against unauthorized viewing, editing, copying, printing, or forwarding of informationLimit file access to only authorized usersAudit trail tracks usage of protected files
Persistent protection Protects your sensitive information no matter where it goesUses technology to enforce organizational policies Authors define how recipients can use their information
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Protection via Transport Rules
New Transport rule action to “RMS protect”Transport Rules support regular expression scanning of attachments in Exchange Server 2010“Do Not Forward” policy available out of the box Office 2003, Office 2007, Office 2010, and XPS documents are supported for attachment protection
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Outlook Protection RulesAllows an Exchange administrator to define client-side rules that will protect sensitive content in Outlook automatically
Rules can be mandatory or optional depending on requirements
Rules look at the following predicates:Sender’s department (HR, R&D, etc.)Recipient’s identity (specific user or distribution list)Recipient’s scope (all within the organization, outside, etc.)
Rules are automatically retrieved from Exchange using Autodiscover and Exchange Web Services
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Transport Pipeline DecryptionEnables Hub Transport agents to scan/modify RMS protected messages
Required for Antivirus scanning, Transport Rules or 3rd party agents
Decryption Agent Decrypts message and attachments, using RMS super-user privilegesOnly decrypts once per forest, on the first Hub, to improve performanceOption to non-deliver (NDR) messages that can’t be decrypted
Encryption AgentRe-encrypts messages, message forks and NDRs with original Publishing License
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How does it work?Transport Decryption
1. Mail marked for protection or an already protected mail item.
2. On first use, Exchange does an SCP lookup for the RMS server.
3. Exchange requests a RAC and CLC for the “shared identity” account. These are saved and re-used. The RAC is a super-user RAC.
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4. Incoming IRM mail is decrypted so all agents have access to the decrypted content.
5. At the end of the agent pipeline the message is re-encrypted, including any changes made by agents.
6. Process message is sent to next hop or delivered to the recipient.
Hub Transport
Active Directory AD RMS
• Information Rights Management• MailTips• Moderation• Enhanced Transport Rules
Demo
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Rights Management Services Integration in Unified Messaging
Unified Messaging administrators can allow incoming voice mail messages to be marked as “private”Private voice mail can be protected using “Do Not Forward”, preventing forwarding or copying contentPrivate voice mail is supported in Outlook 2010 and Outlook Web Application (OWA)
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Rights Management Services Integration in Unified Messaging
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Business to Business RMSSecurely Communicate with Partners
Today customers can communicate using RMS between organizations by deploying ADFS and setting up trusts
ADFS requires a separate trust between each partnerADFS isn’t supported by Exchange
In Exchange Server 2010, customers can federate with the Microsoft Federation Gateway instead of each partner
A single federation point replaces individual trustsAllows Exchange to act on-behalf-of users for decryption
Senders can control how their data is accessed by 3rd partiesBy using federation, RMS can allow organizations and applications to access data on-behalf-of individualsSpecifically they can specify whether recipient organizations can archive e-mails in the clearRMS administrator can control which 3rd parties can access data using federated authentication (allow/block list)
• AD RMS Setup• MailTips• Enhanced Transport Rules
Demo
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Key takeaways
Personal Archive gives seamless user experience and removes need for PSTsDeep support for IRMAutomation enables ease of use and administrationWide range of granular controls from Soft to Hard
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